Dec 9th, 2020
THA develops and manages real estate and provides affordable rental housing by offering roughly 1,400 dwelling units throughout the city as well as rent assistance to over 4,000 households. Altogether THA serves a total of about 12,000 individuals, the majority of whom are elderly, disabled or children.
Tacoma Housing Authority was working in an environment with multiple legacy systems and a significant paper-based process. Duplicate data entry was the norm and it was not uncommon for data to be entered 3 to 5 times by the time a process was completed. THA required a consolidation of systems, an automation of paper processes, and a re-work of business processes. Being a public agency, data integrity and security had been challenges in the past and were key to whatever solution was implemented.
The goal of the agency’s investment in Salesforce is to increase productivity and efficiency by eliminating duplication of work, increasing transparency in reporting and data collection, and consolidating and relating data points across the agency. Efficiencies gained will enable THA to focus on functions that prove a higher value for its clients and to be nimbler as budgets get tighter.”
– Todd Craven, Director of Administration, Tacoma Housing Authority
Partnered with THA to design and implement a Salesforce platform based solution that replaced and unified multiple tools
Created nearly 300 customized processes via Process Builder and Visual Workflow
Ensured compliance with HUD (50058) and state reporting
Developed a Housing Accelerator to facilitate faster design and deployment for all PHAs
Designed comprehensive solution that included custom development of Tenant Management, Waitlist Management, Property management, Inspections Mobile App, User Interfaces, Email to Ticket functionality, Calendar Interface and more
Integrated Salesforce with THA’s cloud-based accounting system, Intacct, as well as existing marketing email solution and form collection tool
Implemented a custom integrated Salesforce / ShareFile solution to provide document management that was compliant with the various regulations that THA must abide by as a public agency
Designed a Community Case Management Solution to facilitate citizen engagement, assessments, goal tracking and referrals
Designed and implemented a solution that utilized Salesforce configuration and custom integration to enable THA to share data with Washington State Housing and Finance Commission’s Web-Based Annual Reporting System (WBARS)
Replacing paper processes saves significant time and energy. Data now must only be entered once, instead of up to 5 times, which greatly increases the data quality while conserving valuable staff time. Processes have been standardized and made visible, allowing management to quickly see the current state of each process and take corrective action.
A major leap forward in client service quality and process effectiveness. This new system spans all major functional areas of the THA. These include waitlist management, processing rent calculations and charges, rent collection, accounts payable bills, Section 8 accounting, contract management, risk management, project management, document management, purchasing, inventory, maintenance and work orders, insurance claim processing, reasonable accommodations, case management, and unit inspections.
Tacoma Housing Authority utilizes both the desktop and mobile functionality of Salesforce. This enables inspectors and maintenance technicians to efficiently complete inspections and work orders in the field.
WBARS integration tool saved THA at least 108 hours per year, hundreds of errors and rework. Automating data collection and entry drastically reduced the time it took workers to manually generate data and reports for hundreds of households consisting of 50 data points each.
EightCloud was instrumental in showing us all that Salesforce could help us achieve while also training our staff to make changes to Salesforce on our own in the future. They helped us achieve important strategic initiatives, stayed on their initial budget and were more than a pleasure to work with. We look forward to working with them more in the future!"
- Anna Summerlin, Gleneagles Group
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